University of Wisconsin Madison I-9 Reference Manual

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1 University of Wisconsin Madison I-9 Reference Manual A Guide for Complying with the I-9 Form Requirements Deborah Ahlstedt/Jennifer Taylor International Faculty & Staff Services University of Wisconsin Madison Office of Human Resources 21 North Park Street, Suite 5101 Madison, WI (608) April 2009

2 TABLE OF CONTENTS Quick Reference I-9 Form Flowchart Record Retention and Reverification Flowchart Flowchart for Destroying I-9 Forms.. 7 Background Basic Employer Responsibilities Penalties Types of violations Amount of fines Potential loss of research funds Liability for penalties at UW-Madison When an I-9 Form Must be Completed/Who Must be Verified DHS Requirements Who must be verified Exceptions to DHS Requirements UW-Madison Positions Which positions must be verified When is verification not necessary What Constitutes a Break in Service Independent Contractors DHS definition Activities at UW-Madison Procedures for Completing the I-9 Form Timing When to start the process and when it should be completed What to do if the person is not physically present in Madison Department Responsibilities at UW-Madison.. 15 Designate and train individuals to do I-9 Forms Complete the process in a timely manner Pay fines if assessed Document Retention. 16 How long to retain the I-9 Forms Establishing a Filing System/Reverification When to Destroy I-9 Forms 2

3 Anti-Discrimination Procedures Prohibition against US citizen-only hiring policy Consistency in treatment of all employees Cannot request specific documents I-9 Form Section by Section Analysis.. 18 Section When to complete Employee requirements Employer requirements Explanation of documents Preparer/translator attestation Section When to complete How to complete Photocopy documents Verify documents are genuine Verify documents relate to the employee Verify documents are acceptable Procedure Receipts in lieu of original documents What is an acceptable receipt How long is a receipt acceptable How to fill in receipt information Receipts when work authorization has an expiration date Section 3 27 Updating and Reverification US citizens and permanent residents Which needs to be done and when Updating procedures Reverification procedures When an employee is rehired after a break in service When work authorization has an expiration date Who must be reverified Employer obligations What documents are acceptable Leave of absence vs. termination Processed for I-551 stamp Updating of TA/PA and C Basis Appointments When updating is necessary How to complete the I-9 Form Acceptable documents.. 31 Expired documents Unexpired foreign passport Social Security cards 3

4 Immigration Terminology. 32 Visa vs. immigration status Alien number I-94/arrival/departure number Official DHS Lists of Acceptable Documents.. 33 List A List B List C Most Common Immigration Statuses at UW-Madison and the DHS Documents Which Grant that Status 34 Permanent Residents/Immigrants: I-551 Non-immigrants: I-94 B-1/B-2 status: I-94 J-1 Exchange Visitors: DS-2019 J-2 Dependents: DS-2019 and EAD F-1 and J-1 Students: I-20, EAD and DS-2019 H-1B status: I-797 and I-94 E-3 status: I-797 and I-94 O-1 status: I-797 and I-94 TN status: I-797 and I-94 Refugees status: I-94 and EAD Quick Reference Guide for Certain Individuals with Work Authorization.. 39 Non-immigrant I-9 Form Documents How to Complete the I-9 Form for Certain Non-immigrants Quick Reference Chart Overview, Do and Don t Checking and Correcting Existing I-9 Forms Appendices 46 A. Sample Letters B. Sample Documents Visas Samples from the official DHS Handbook for Employers I-797 Receipt and Approval Notices C. Properly Completed I-9 Forms with Sample Documents 4

5 Quick Reference I-9 Form Flowchart For detailed information on each step, see appropriate sections in text indicated by page numbers in the boxes. Date Job Offered Does new hire need to be verified? P. 10 No Stop here. Yes Employer sends I-9 Form with instructions and acceptable document list to new hire along with offer letter, which must include the qualifier statement regarding payroll eligibility being contingent on completion of the I-9 Form. If no offer letter is sent, i.e. student hourly, the I-9 Form should be provided at the time the position is offered. P.15 New hire fills out Section 1 completely; fills in each line; checks one of the four boxes; and signs and dates the I-9. P. 18 First Day of Work New hire presents completed I-9 to employer. P.19 Employer reviews Section 1 to ensure that all blanks have been completed, and the new hire has signed and dated the I-9. P. 19 No Returns to employee to re-do. By Third Day of Work Yes New hire presents documents of his/her choice. P. 20 Employer reviews documents to ensure that they: include one from List A or one each from Lists B and C; appear to be legitimate; and establish identity and employment eligibility. P. 21 Have employee review document list and select new or additional documents. Yes Employer completes all information in Section 2; signs and dates the I-9 Form; copies all documents used and attaches them to the I-9. P. 22 Employer files I-9 Form and attached documents. P. 16 See next chart on Record Retention. 5

6 Record Retention and Reverification Record retention see page 16. Reverification see page 27. Did new hire indicate a work authorization expiration date, and/or did the document(s) in Section 2 have an expiration date? Employer files I-9 Form. Must be retained for 3 years from hire date or 1 year from termination, whichever is LATER, then shredded. Yes Enter new hire s expiration date into I-9 tickler system. File I-9 Form with attached photocopies. Employer notifies employee of need to reverify work authorization 120 days prior to expiration date. No Yes Employer reverifies work authorization prior to expiration date. Did the employee indicate a work authorization expiration date, and/or did the document(s) have an expiration date? 6

7 Flowchart for Destroying I-9 Forms Has the employee terminated employment? No Yes Is the employee s hire/rehire date more than three years ago? No Do Not Destroy the I-9 Form. Yes Is the employee s termination date more than one year Yes ago? No Yes If you answered yes to all three questions above, you may destroy the I-9 Form. 7

8 EMPLOYMENT ELIGIBILTY VERIFICATION NOTE 1: Effective 3 April 2009, employers are required to use the February 2009 version of the I-9 Form, available at: Other changes effective 4/09 include: 1. No documents may be expired 2. Certain documents have been added to and deleted from the lists of acceptable documents. See the Acceptable Documents section of this manual and the list of documents attached to the I-9 Form. 3. Updating and reverification must be completed on the February 2009 version of the I-9 Form. 4. A separate check box has been added to Section 1 for Noncitizen Nationals of the United States. See I-9 Form Section by Section Analysis, Section 1, for details. NOTE 2: Although certain key points are highlighted for quick reference at the beginning of some sections of this manual, it is important to read the entire section. Any questions should be directed to International Faculty and Staff Services (IFSS) or the Dean s office. NOTE 3: Classified Permanent Employees are to be treated in the same way as all other employees. The 1998 version of the I-9 Manual indicated that they should be handled differently as far as document retention is concerned. This is no longer the case. Background The Immigration Reform and Control Act of 1986 (IRCA) for the first time in US history imposed penalties on employers for knowingly hiring or continuing to employ individuals who are not authorized to work in the US. Illegal employment has been an increasing problem in this country, and Congress enacted IRCA in an effort to stem the flow of illegals into the US by imposing sanctions on employers. The law requires employers to verify the identity and employment eligibility of all employees hired after 6 November 1986 on a form called the I-9. IRCA, as modified by the Immigration Act of 1990 (IMMACT90), also prohibits employers from engaging in Unfair Immigration Related Employment Practices. IRCA s antidiscrimination provisions complement those found in Title VII of the Civil Rights Act of The anti-discrimination provisions provide employees with extensive protections. See the Anti- Discrimination section for details. Therefore, employers must achieve a very fine balance between ensuring that all employees are authorized to be employed in the US, and not engaging in discrimination. The main point to keep in mind is to apply the exact same standards and procedures to everyone in the employment verification process. Consistency is essential. Basic Employer Responsibilities At UW-Madison, the Department is considered to be the employer for the purposes of employment eligibility verification. All employer responsibilities indicated throughout this manual refer to the employing department. 8

9 IRCA requires employers to: *Establish a policy of hiring only individuals who are authorized to work. *Complete an I-9 Form for all new hires, including US Citizens. *Ensure that employees fully and properly complete Section 1 of the I-9 Form by the time employment begins. *Permit employees to present any document or combination of documents acceptable by law. *Fully and properly complete Section 2 of the I-9 Form, sign and date the employer certification within three business days of the hire date, or on the hire date if the employment is for less than three days. *Monitor work authorization expiration dates and request new proof of employment authorization prior to the expiration date. *Retain the I-9 Form for three years after the date of hire or one year after termination, whichever is later. *Make the completed I-9 Forms available for inspection by the Department of Homeland Security (DHS) or the Department of Labor (DOL) for potential employer sanction violations, or the Office of Special Counsel for Immigration Related Unfair Employment Practices (OSC) for potential anti-discrimination violations. Penalties Key Points: *Penalties can be assessed for seemingly minor paperwork violations. *Federal research funds may be lost. *The employing department or division is responsible for paying any penalties assessed. Under IRCA, both DHS and DOL may investigate an employer s records to determine if the law has been violated, upon giving three days advance notice. Enforcement of IRCA has been given high priority by both agencies, and substantial fines have been levied against employers, even for seemingly inconsequential paperwork violations. For hiring or continuing to employ individuals who are not authorized to work, there are civil penalties of: First offense: $375 to $3,200 per individual; Second offense: $3,200 to $6,500 per individual; and Subsequent offenses: $4,300 to $11,000 per individual. Failure to properly complete, retain and/or make available for inspection I-9 Forms can result in civil penalties of $110 to $1,100 per violation. The government considers each mistake on the I-9 Form to be a separate violation, so fines can add up quickly. Similarly, penalties are imposed on employers who violate the anti-discrimination provisions of the law. The penalties for violating the anti-discrimination provisions are the same as the penalties for hiring or continuing to employ unauthorized individuals. There is also a fine of $110 to $1,100 per person for making an unlawful request for more or different documents. Civil penalties can also be imposed for knowingly using, accepting or creating a fraudulent document: 9

10 First offense: $375 to $3,200 per document Second and subsequent offenses: $3,200 to $6,500 per document. Criminal penalties can be imposed on employers who engage in a pattern or practice of knowingly hiring or continuing to employ unauthorized individuals, or who engage in fraud or false statements, or otherwise misuse visas, immigration permits and identity documents. Fines of up to $3,000 and/or a prison term of up to five years can be imposed against the employer. The Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (IIRIRA) placed limits on liability for certain technical violations of paperwork requirements. Employers who can demonstrate a good faith attempt to comply with the verification requirements are exempt from penalties provided they remedy the violation within ten days of being informed of it. The good faith defense for errors in entering the document information only applies if a copy of the document is attached. Therefore, it is especially important to attach to the I-9 Form a copy of all documents listed in Section 2. Employers who engage in a pattern and practice of violations do not benefit from this exemption. In addition, IIRIRA limits an employer s liability for requesting more or different documents to those instances in which the request was made with the intent to discriminate. Although these new provisions reduce the likelihood of being fined, it is still very important to make every effort to fully comply with the IRCA requirements. Loss of Research Funds Another potential consequence of violating the IRCA provisions could be the loss of federal government research funds. In 1996, President Clinton issued Executive Order which orders federal agencies to bar employers who hire unauthorized aliens from procuring government contracts for a period of one year. Therefore, good faith efforts to fully comply with IRCA are essential to continuing the government-funded research activities of this University. Liability for Penalties at UW-Madison Each department is responsible for properly verifying the identity and employment eligibility of all new hires, as well as monitoring the continuing employment eligibility of those individuals whose work authorization carries an expiration date. The responsibility for any violation of IRCA regulations, including hiring or continuing to employ an unauthorized individual, failing to complete an I-9 Form or completing it improperly, rests on the Department. If a federal audit occurs and fines are assessed for violations, the department that committed the violations will be responsible for paying the fines. When an I-9 Form Must Be Completed/Who Must Be Verified DHS Requirements Key Point: 10

11 *An I-9 Form must be completed for every new employee hired after 6 November This applies to all new hires, including US citizens. The only exceptions applicable to UW-Madison are for: *Individuals hired prior to 6 November 1986 who are continuing in their employment; *Independent contractors; and *Persons who provide labor who are employed by a contractor providing contract services. DHS has further clarified that the following individuals are not considered to be new hires for I-9 purposes: *an employee who returns from an approved paid or unpaid leave of absence; *an employee who is promoted, demoted or gets a pay raise; *an employee who returns from a temporary layoff due to lack of work; *an employee who returns after a strike or other labor dispute; or *an employee who is reinstated after a wrongful discharge. In all instances, the individual must have had a reasonable expectation of being able to resume employment. UW-Madison Positions Positions that must be verified: *all paid employees hired after 6 November 1986, including full-time, part-time, permanent, non-permanent, and student employees. *all employees who have terminated employment and, after a break in service (any period of actual resignation or termination), are rehired in either the same or a different position. If the employee is rehired within three years of having completed the original I- 9 Form, the form can just be updated. See the Updating section of this manual. *all employees who transfer from another UW System institution to UW-Madison or from state government. *all employees who assume a new position in a different Department, unless their position is one of those listed below that do not need to be verified. *all employees of another UW System institution who provide services to UW-Madison and are actually put on UW-Madison s payroll. However, if funds are transferred to the other institution under an Inter-Institutional Agreement (IIA), no I-9 Form is needed. *all retired annuitants who are rehired. Positions that do not need to be verified: *employees who assume new positions due to a change in duties within the same Department with no break in service, such as: 11

12 -academic or classified staff who change to a new academic or classified staff position in the same Department with no break in service or; -an LTE who takes a concurrent or immediately successive appointment in the same Department with no break in service. *employees hired prior to 6 November 1986 who still are employed by the same Department. *zero dollar appointments provided there is no funding responsibility. *employees hired prior to 6 November 1986 whose employment has been temporarily interrupted due to an approved, paid or unpaid, leave of absence in which the employee at all times had a reasonable expectation of returning to work. *employees assigned to a work site outside the US who perform no services within the US. However; if the employees come to the US to work, even for a brief period of time, verification must take place. *independent contractors (see discussion below). *individuals on a scholarship or fellowship with the following titles: Postdoctoral Fellow X10NN Postdoctoral Trainee X30NN Graduate Intern Trainee X75NN Fellow Y21NN Scholar Y22NN Trainee Y23NN Advanced Opportunity Fellow Y26NN Research Assistant Y41NN Because individuals in these positions are paid stipends, rather than wages, completion of the I-9 Form for individuals in a non-immigrant status with these titles could jeopardize their status. What constitutes a break in service? DHS specifically defines continuing employment as periods during which an employee is on an approved, paid or unpaid, leave of absence and has a reasonable expectation of continuing employment at all times. Therefore, an I-9 Form does not need to be completed upon the return from an approved leave of absence, even those who were hired prior to 6 November 1986 and have no I-9 Form on file. This includes minor breaks, such as a weekend between successive LTE appointments. However, if the person resigns or is terminated and there is a break in service, even for one day, a new I-9 Form must be completed (or the old one updated, if the rehire is within three years of the completion of the original I-9 Form see Updating section for details) upon return to work. 12

13 The employment of employees in a non-immigrant status whose status expires prior to the filing of an extension of stay application to the DHS must be terminated; they may not be put on a leave of absence. Employees using an Employment Authorization Document (EAD) must have a new EAD before the old one expires; otherwise their employment must be terminated. (There are some instances in which an EAD may be automatically extended; see the Receipts and Temporary Employment Authorization section for details.) Also, the employment of those who do not obtain DHS approval of a change of status prior to the expiration date of their prior status must be terminated. The employees must therefore complete a new I-9 Form upon returning to work, after receiving DHS approval of the extension of stay or change of status. For more detailed information, see the Reverification section. Independent Contractors Key Points: *Independent contractors do not need to be verified. *Independent contractors do not have an employer/employee relationship with the University, nor do they receive any fringe benefits or insurance. While all employees need to be verified, independent contractors do not. DHS defines an employee as any person who provides services or labor for an employer for wages or other remuneration. DHS does not have a succinct definition of an independent contractor. Simply referring to a person as an independent contractor does not necessarily make it so; selfemployed people are not always independent contractors according to DHS. The key issue is the degree of control that the employer has over the manner in which the work is performed. Generally, an employment relationship exists if the employer directs and controls the individual in the way the work is performed, both as to final results and as to the details of when, where and how the work is done. The employer does not need to actually exercise the control; it simply must have the right to do so. An independent contractor relationship exists if the employer does not control what work must be done or how the work must be done, only the result of the work. Independent contractors include individuals or entities that carry on independent business, contract to do a piece of work according to their own means and methods, and are subject to control only as to results. With regard to academic activities, the UW System has developed criteria for determining if persons providing services for the UW System are employees or independent contractors. Some services provided by independent contractors represent special talents needed by the University on a temporary basis to fulfill its missions of instruction, research and public service. These specialized academic support services may be provided by an individual professional or by any business or organization that can provide the necessary talent. Other independent contractors may include: Speakers Guest lecturers Consultants Officials for athletic events; and Contest judges. 13

14 Independent contractors are not eligible for fringe benefits and are not covered by University liability insurance. For additional information, see the University of Wisconsin System Personal Services Payments Document F31: Procedures for Completing the I-9 Form Timing Key Points: Section 1 *On or before first day of employment, but after the date the position was offered. Section 2 *First day if employment is less than three days. *Within three business days if employment is longer than three days. *If the employee is not in Madison, the I-9 Form must still be completed within the required time frame. The I-9 Form may be completed before employment begins, but it must be completed within three business days of the starting date. However, if the employment is for less than three days, the I-9 form must be completed on the first day of hire. The I-9 Form should never be completed before the person is offered the position, because it contains information that could lead to discrimination charges. It is permissible to complete the I-9 process after the person is hired but before employment begins, but the hiring unit must be consistent about when the process is completed for all employees. The best way to be consistent is to give all employees the choice of when to complete the process, either before the employment begins or within three business days of the hire date. Section 1 should be completed no later than the first day of employment, and Section 2 should be completed by the third day of employment. Although the employee may complete Section 1 ahead of time, the actual verification must be done in person and original documents, not photocopies, must be presented. The verification must be conducted in person, because the employer is required to verify the person s identity and examine original documents. When the employee will not be working in Madison, or is not physically present in Madison on the start date, the I-9 process should still be completed within the required time frame. The Department should designate someone to complete the process on its behalf. The designated person does not need to be a UW-Madison employee, but does need to physically examine the original document(s), record the information on the I-9 Form and forward the original I-9 Form, with photocopies of the document(s), to the Department. Departments should make every effort to have the process completed within the required time frame. However, if that is not feasible in 14

15 very unusual cases, the I-9 Form should never be backdated to make it appear to have been completed at the appropriate time. A memo should be attached explaining the reason(s) why the deadlines were not met. If the new hire is not a US Citizen, non-citizen national or permanent resident and is not in the US on the hire date, but payment begins before the person enters the US, the I-9 Form cannot be completed because the person would not have any immigration status. The I-9 Form should be completed as soon as the person enters the US, and an explanation of the delay in completing the I-9 Form should be attached. Departmental Responsibilities at UW-Madison Key Points: *Designate and train one or more individuals in the I-9 process. *Send a blank I-9 Form to all new hires. *Complete the I-9 process within the appropriate time limit. *Set up and maintain a filing system, including a tickler system for reverification. *Pay fines, if any are assessed. A blank I-9 Form, along with instructions and the acceptable document list should be sent to all new employees with the offer or appointment letter. The I-9 Form is available from Human Resources or it can be downloaded from the following website. The I-9 Form may be photocopied, but the document list and instructions must be attached. It is acceptable, even advisable, to type in the Department information, using a complete street address, before photocopying, to avoid inadvertent omissions. The new hire should be instructed to complete the employee section (Section 1) on or before the first day of work, and present the form and appropriate documents upon reporting for work. Each Department should designate one person who will have primary responsibility for completing the I-9 Forms. In the case of large Departments, more than one individual may be designated, but all should have adequate training in the I-9 process. On the first day of employment, the hiring Department should request the I-9 Form and documents from the new employee, and complete the verification process by attaching photocopies of the document(s) to the I-9 Form. This should not be done more than three business days after the start date of employment. The Department should set up a tickler system for those I-9 Forms that need to be reverified. See the Document Retention section below for details. Each Department is responsible for ensuring that the entire I-9 process is conducted properly and in a timely manner. The employer is responsible for reviewing and ensuring that the employee fully and properly completes Section 1 of the I-9 Form. This includes ensuring that the employee fills in all the information, checks the appropriate box and signs and dates the form. Effective November 2007, employees are not required to put a Social Security Number in Section 1. An employee should not be put on payroll until the I-9 Form has been completely and properly filled in. Proper completion of the I-9 Form should not be taken lightly, as it is a sworn 15

16 statement on the part of both the employee that the information given is correct, and the employer that the documents have been examined and recorded on the I-9 Form. NOTE: As detailed in the Penalties section, the employing Department is responsible for any fines levied upon the University for errors or omissions on the I-9 Forms in their Department or for failing to complete I-9 Forms. Document Retention: Key Points: *Retain the completed I-9 Form and attached photocopies for three years after the hire date or one year after termination, whichever is later. *Set up a filing system to facilitate updating, reverifying and disposing of outdated I-9 Forms. A copy should be made of each document noted on the I-9 Form and the copies should be attached to the Form. The completed I-9 Form with photocopied documents attached should be retained by the hiring Department for all employees. The I-9 Form and attached photocopies must be retained for three years after the hire date or one year after the termination date, whichever is later. The I-9 Form of a current employee should NEVER be discarded. The Forms should be kept in a separate file, or in the personnel file. If the I-9 Forms are kept in the personnel file instead of a separate one, they should be placed in a sealed envelope. There should be some way of identifying on the face of the envelope if and when the I-9 Form needs to be reverified. If someone other than the employee has a legitimate right to review the personnel file, the I-9 envelope should be removed and secured by the personnel representative. When the personnel file is returned, the personnel representative should return the sealed I-9 envelope to the file. Departments should set up a filing system that works best for them, depending on the number of employees, rate of turnover, frequency of re-hires, etc. In any case, the system should facilitate identifying those I-9 Forms that will require reverification and the date by which it should be done, as well as when the I-9 Forms should be discarded. At least once a year, the I-9 Forms should be reviewed to identify those employees whose employment was terminated at least one year ago and whose hire date is more than three years ago. Those I-9 Forms should be destroyed (see the Flowchart for Destroying I-9 Forms in the front of this manual.) Anti-Discrimination Provisions Key Points: *All employees should be treated exactly the same when completing the I-9 Form. *No US Citizen only policy. *Do not request specific documents. *Offer all employees the option of completing the process prior to starting employment, or within three business days of the hire date. *Do not make certain employees go to another location to do the I-9 Form. The anti-discrimination provisions protect job applicants from the following: 16

17 1. National Origin Discrimination. An employer cannot refuse to hire anyone because of the person s place of birth, country of origin, ancestry, native language, accent, or because the person is perceived as looking or sounding foreign. This applies to anyone who is authorized to work in the US. 2. Document Abuse. An employer cannot refuse to accept certain documents, provided they are acceptable documents for I-9 purposes, and may not demand to see certain documents, provided the employee has presented acceptable documents. This applies to anyone who is authorized to work in the US, and includes: a. Improperly requesting that employees produce more documents than are required by Form I-9 to establish the employee s identity and employment authorization; b. Improperly requesting that employees present a particular document, such as a green card, to establish identity and/or employment authorization; c. Improperly rejecting documents that reasonably appear to be genuine and belong to the employee presenting them; and d. Improperly treating groups of applicants differently when completing Form I-9, such as requiring certain groups of employees who look or sound foreign to produce particular documents the employer does not require other employees to produce. 3. Citizenship Status Discrimination. An employer may not refuse to hire someone based on their citizenship or immigration status in the US. This provision is more limited than the national origin provision, since it only applies to those who are from the Immigration Reform and Control Act (IRCA) protected classes, which are a. US Citizens and nationals; b. Lawful permanent residents; c. Lawful temporary residents; d. Refugees; and e. Asylees. The citizenship status discrimination protection does not extend to non-immigrants. Non-immigrants are individuals who enter the US with a visa that permits them to remain only temporarily in the country, such as B-2 tourists, F-1 students, J-1 exchange visitors or H-1B temporary workers. It is illegal to have a US Citizens only policy. Employers may require US citizenship only if a federal, state or local law, or a government contract requires it. 4. Retaliation. Retaliation occurs when an employer intimidates, threatens or otherwise retaliates against an employee who has filed an immigration-related employment complaint, or participated in an immigration-related employment discrimination investigation. Consistency is the key to complying with the anti-discrimination provisions of the law. Department of Homeland Security instructions specifically state employers cannot set different 17

18 employment eligibility verification standards or require different documents from different groups of employees. Employees can choose which documents they want to present from the lists of acceptable documents. An employer cannot request that an employee present more or different documents than are required or refuse to honor documents on the official list(s) which, on their face, reasonably appear to be genuine and to relate to the person presenting them. It is illegal to refuse to accept a document or to hire an individual simply because the person s work authorization has an expiration date in the future. Employers may complete the I-9 Form prior to the first day of work (but NEVER prior to making a job offer); however, this option must be offered consistently to everyone, and the employee must be able to choose the timing. A discrimination charge could be filed if some employees are verified at a different time in the process than others, unless they made the choice. Also, certain individuals or groups of individuals should not be verified in a different place than everyone else. It is acceptable to process some in a different location, provided that all who are in the same situation are processed in the same location. For example, in a large department, there may be several individuals who process I-9 Forms. This is not a problem provided there is a consistency regarding who is processed in which location. Likewise, students may be verified at different locations during orientation than during the rest of the school year, and groups of students who will be working in a certain location can be verified at that location. The important issue is not to make the process more or less difficult for certain groups of individuals with the intent to discriminate. I-9 Form Section by Section Analysis SECTION 1 DO NOT LEAVE ANY REQUIRED SECTIONS BLANK 1. Make sure the employee has completed every part of Section 1 by the time employment begins. The address must be complete, including apartment number (if applicable) and zip code. 2. Check the Social Security Number to be sure it appears to be genuine. It should have nine digits and not begin with a 9. Effective November 2007, the employee is not required to provide a Social Security Number in Section 1, unless the employer is participating in E-Verify. UW-Madison does not participate in E-Verify at this time. 3. One of the four attestation boxes must be checked. If the third box is checked, the Alien number must be filled in. If the fourth box is checked, the Admission number must be filled in as well as the work authorization expiration date. The I-94 # is the same as the admission and departure number. 4. The employee should sign and date the form. The date should be the initial date of employment or earlier. 5. The preparer and/or translator certification should only be completed if the employee was unable to complete Section 1 without assistance from another individual. Simply 18

19 Key points: *The employee should complete and sign Section 1 by the first day of employment. *The employee should check one of the four attestation boxes. *The employee who checks the fourth box should put an expiration date on the Form. *Lawful permanent residents in possession of a Permanent Resident Card, Form I-551, never need to be reverified, even if the I-551 has an expiration date. *The employer should ensure that all parts of Section 1 are properly completed. Fines can be imposed on the employer if Section 1 is not complete. The employee should complete Section 1 on or before the first day of employment. Every part must be completed, and one of the four attestation boxes MUST be checked. The employee s signature constitutes a sworn statement, under penalty of perjury, about the truth of the declaration made in the attestation box. Previously, there was only one attestation regarding a person being a citizen or national of the United States. There now are two separate boxes for the employee to check. According to USCIS, noncitizen nationals are persons born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad. The employer is responsible for reviewing Section 1 and ensuring that the employee has fully and properly completed it. However, the employee is not required to present any documents to complete this section, so the employer cannot request to see the document(s) referenced in Section 1. Only if the employee presents the same document(s) for the completion of Section 2 can the employer verify that the information in Section 1 is correct. All employees who check box 4 must give an expiration date; however refugees, asylees, citizens of the Federated States of Micronesia and the Republic of the Marshall Islands can put none since their work authorization does not expire. This date, or the expiration date of a List A or List C document, whichever is earlier, is the one by which reverification takes place. It is essential to ensure that all parts of Section 1 are completed (except maiden name or SSN, as applicable), even if it is not possible to determine the veracity of the statements made. An Alien number is a number assigned to an individual, usually upon granting of permanent residence, or when a person has encountered serious immigration difficulties. All permanent residents have an A#. It is an eight or nine digit number preceded by a capital A. The admission number is an eleven digit number assigned to all non-immigrants who enter the US legally. It is written on their I-94 arrival/departure record, a document which every nonimmigrant in the US should hold. All new Resident Alien cards, (I-551, Permanent Resident Cards or green cards), have an expiration date that usually is ten years from the date the card was issued. Although the card will expire and need to be renewed, the underlying permanent resident status does not expire. 19

20 Therefore, if the employee checks box 2 as being a permanent resident, and gives an A# but lists an expiration date in Section 1, it is not necessary to reverify the employment eligibility. If the employee is unable to complete Section 1 due to a handicap or English language difficulties, the employer, or another individual, may assist the employee. In addition, parents or guardians of children under the age of 18 may vouch for their identity, if they are unable to provide an acceptable List B document. In each case, the individual who assisted the employee should complete and sign the preparer/translator attestation, under penalty of perjury, of Section 1. SECTION 2 DO NOT LEAVE ANY REQUIRED SECTIONS BLANK 1. For either List A or both List B and List C, enter the following: a. Document title, such as passport, I-551, I-94, etc. b. Issuing authority, such as the country that issued the passport or the DHS 2. Enter the expiration date of the document(s), if any. 3. Enter the employee s hire date. 4. The employer s signature must be an original, not a stamp. 5. Print out the employer s name, title, and full business address. Do not put the campus address only; the street address must include the city, state and zip code. It is a good idea to type this information on a blank I-9 Form and make photocopies so no information is inadvertently omitted when completing the Form. 6. The date the employer signs the I-9 should be within three days of the hire date. However, I-9 Forms should never be backdated. Key points: *The employer should complete Section 2 within three days of the start date, unless employment is for less than three days, in which case, it should be done on the first day. *The employer should examine original, not photocopied or faxed, documents presented by the employee, make photocopies and attach them to the I-9 Form. *List A documents establish both identify and employment eligibility. List B documents establish identity only. List C documents establish work authorization only. The employee should present either one document from List A OR one each from List B and List C. *All documents must be unexpired. *The employer may not specify which documents the employee can present; the employee can choose whatever ones meet the documentary requirements. *The documents should appear to be genuine on their face; relate to the person presenting the documents; and be from the list of acceptable documents. *Receipts in lieu of original documents are acceptable only under very limited circumstances. If a receipt is presented, the original document should be presented to the employer within 90 days, in most instances. (See table on page 24.) Receipts are not acceptable if employment is for less than three days. A receipt for a replacement document providing employment authorization is only acceptable if the underlying employment authorization is valid at the time the I-9 Form is completed. 20

21 *If the employee cannot present a document or receipt within the required time frame, employment must be terminated. This must be done consistently for all employees; no exceptions can be made for certain individuals or for certain types of positions. *The employer should fully complete all parts of Section 2, sign and date the form. The required information from each document should be entered in Section 2, even though photocopies are attached. *The employer should retain the I-9 Form and attached photocopies for three years from the date of hire or one year from the termination of employment, whichever is later. The employer should complete Section 2 within three business days of the date employment begins. Employees are required to present original document(s) that establish identity and employment eligibility. List A documents establish both identity and employment eligibility. List B documents establish identity only. List C documents establish employment eligibility only. The employee should present either one document from List A or one each from Lists B and C. The employer may not specify which documents the employee should present; the employee can choose whatever ones meet the documentary requirements. (See the Acceptable Documents section for details and samples of documents which meet I-9 Form requirements.) Even if the expiration date of the document does not match the expiration date of the employment authorization given in Section 1, the employer may not request a different document if the one presented meets the requirements. If the expiration dates of the documents in Section 1 and 2 are different, the discrepancy should be pointed out to the employee. However, if the employee refuses to change the expiration date in Section 1, the earlier expiration date should be used for reverification purposes. All documents should be photocopied and attached to the I-9 Form. The employer should enter the required information from each document presented in the appropriate list and on the appropriate line, even though photocopies are attached. Only List A or Lists B and C should be completed, not all three. List B and/or C should not be completed in conjunction with List A. A document that does not appear on any of the lists may not be accepted. Effective 3 April 2009, all documents must be unexpired. The start date of employment should be completed by the employer. The fact that UW-Madison is a state agency does not relieve us of this requirement. The date the Form is signed by the employer should be within three days of the start date. However, employers cannot back date or otherwise falsely make the I-9 Form appear to be in compliance with IRCA. The employer s signature in Section 2 is a sworn statement. Under penalty of perjury, the employer is attesting to having reviewed the documents and determined that they appear to be genuine and to relate to the employee, is confirming the date employment began, and is asserting that the employee is eligible to be employed, to the best of his/her knowledge. If the employee indicated an expiration date for work authorization in Section 1, but presents a photo ID and an unrestricted Social Security card, the employer must accept the documents and enter them into the appropriate lists. The employer will need to reverify the work authorization, 21

22 though, (see Section 3) unless the employee checked the Lawful Permanent Resident box in Section 1. The employer should examine the original documents presented by the employee and fully complete Section 2 of the I-9 Form. The documents should: a. Appear to be genuine on their face; b. Relate to the person presenting them; c. Be from the list of acceptable documents; and d. Be unexpired. Verify Documents are Genuine Employers are not expected to be experts in evaluating the authenticity of documents, but rather should be alert to obvious signs of tampering with or forging of documents. Pages missing from a passport, erasures, type overs, and broken lamination over a photograph are some examples of tampering. Although the document should be compared to the samples in the Employer s Handbook (included in the Sample Document section) and the other samples in this manual, there can be several variations of the same document, and a document should not be rejected simply because it looks somewhat different than the sample. Only obvious signs of tampering or fraud should lead to rejection of the document. Verify Documents Relate to the Employee To determine if the documents relate to the individual presenting them, the employer should compare the name on the document to that given in Section 1, and determine if any other identifying information on the document matches a visual comparison with the individual. If the name does not match but the employee has a reasonable explanation (marriage, divorce, etc.), a written explanation, done by the employee, should be attached to the I-9 form. However, if the document clearly does not match the individual, the employer should request a new document. Accepting a document that clearly does not match the employee could lead to fines levied against the employer for knowingly accepting a fraudulent document. In addition, any obvious discrepancies between the document and the information given in Section 1 should be questioned. For example, if the person checks the lawful permanent resident box but presents a US passport, the employer should give the employee the opportunity to correct the discrepancy. The employee should cross out the wrong information, add the correct information, initial and date the correction. The employer should not correct or edit anything in Section 1. Verifying Documents are Acceptable The documents should be compared to the DHS lists of acceptable documents. Only those documents specifically contained in the lists may be accepted, and the document(s) must be either from List A or one each from List B and List C. All documents with an expiration date must be unexpired on the date the I-9 is completed. Documents without an expiration date are considered to be unexpired. Procedures If satisfied with the document(s) presented by the employee, the employer should: 22

23 1. Record the title, issuing authority, number and expiration date, if any, of the document(s) under the appropriate list; 2. Fill in the date of hire and correct information in the certification block; and 3. Sign and date the I-9 Form. Although DHS regulations do not require employers to photocopy the documents, UW-Madison policy does require that all documents be photocopied and attached to the I-9 Form. Copies of documents can support a good faith effort defense in case of an audit. Please note that photocopying the documents does not relieve the employer of the requirement to write all the documentary information on the I-9 Form. All sections of the I-9 Form should be fully completed, even though copies of the documents are attached. It is not permissible to put see attached in Section 2 of the I-9 form. The date employment began should be entered on the I-9 Form by the employer and it should be the correct date. Even if the I-9 Form is being completed late, the proper hire date should be entered. The employer s signature must be an original, not a stamp. All of the information boxes should be completed. It is permissible to type in the name, title and address information ahead of time and make copies, if the same person in the Department always does the I-9 Forms, but the signature and date sections should be left blank. In fact, it is recommended that this information be typed on the I-9 Form to avoid incomplete address information, for which the employer could be fined. Special Situations for Individuals with Duration of Status F-1 students and J-1 exchange visitors, as well as their F-2 and J-2 dependents, do not have an expiration date on their I-94 card. Instead, it is marked D/S for duration of status. In these cases, if they present their unexpired foreign passport and I-94, the employer will need to request the I-20 or DS-2019 to obtain the expiration date. The I-94 expiration date should be given as D/S under List A and the I-20 or DS-2019 expiration date should be written in the margin (see example in Sample Document Section). However, if the F-1 or J-1 presents any other acceptable combination of documents, such as a driver s license and unrestricted social security card, the employer should not request to see any other documents. Receipts and Temporary Work Authorization Documents If the employee is not able to produce acceptable documentation within the first three days of employment, a receipt for an application for a document may be presented in lieu of the original document. DHS permits the use of receipts only in these instances: 1. A receipt for an application for a replacement of a lost, stolen or damaged document; 2. A temporary I-551 stamp with a photograph on a form I-94 or I-94A; 3. A pre-printed temporary I-551 notation on a Machine Readable Immigrant Visa (MRIV); and 4. A refugee admission stamp on a form I-94. If the employment is for less than three days, a receipt is not acceptable. 23

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